Criminal Background-Screening Policy
Effective date: September 2026
MWN Property Solutions shared-living rental properties
1. Purpose
Criminal background screening is used as part of the rental application process to evaluate applicants according to written and consistently applied rental requirements.
A background check is only one part of the application review. Completing the screening does not guarantee approval, reserve a room, or guarantee a tour invitation.
2. When Screening Occurs
Criminal background screening is not completed while a person is only on the waitlist.
When a room is available, an applicant may be invited to complete the housing application and pay the $15 application fee to MWN Solutions. The application is reviewed before the applicant is invited to complete tenant screening.
If the room remains available and the applicant reaches the screening stage, MWN Solutions will send an invitation to complete screening through TransUnion SmartMove. The applicant pays the separate $25 screening charge, plus any applicable tax, directly to SmartMove.
The application and required screening must be completed before an in-person tour may be offered. Completing either step does not guarantee approval, reserve a room, or guarantee a tour.
3. Applicant Authorization
Screening will not be requested until the applicant provides the authorization required by TransUnion SmartMove.
Applicants must provide identifying information directly through SmartMove’s secure system. MWN Property Solutions forms do not request Social Security numbers, SmartMove passwords, screening-account credentials, or similar sensitive screening information.
Applicants should not submit sensitive identifying information through the Room Fit Check, Room Inquiry, general application, contact, or maintenance forms.
4. Information Included in the SmartMove Report
The selected SmartMove screening package may include criminal-history information and a ResidentScore generated using credit-report information.
MWN Solutions does not use ResidentScore, a credit score, or other credit information as an approval criterion. Criminal-history information is reviewed under the criteria stated in this policy.
This policy should not be described as “no credit check,” because SmartMove may use credit-report information to generate ResidentScore even though MWN Solutions does not use that information in its decision.
5. Criminal-Record Criteria
Having a criminal record does not automatically disqualify every applicant. MWN Property Solutions considers only verified criminal-history information covered by the written criteria below.
A. Disqualifying Criminal Records
An applicant does not qualify if verified screening information establishes:
• Current registration under a federal, state, or local sex-offender-registration program
• A final murder conviction
Before denying an applicant under this section, MWN Property Solutions will verify:
• That the record belongs to the applicant
• That the record is accurate and complete
• That the record shows a final conviction or current registration status
• That the record has not been overturned, vacated, sealed, expunged, or otherwise legally restricted from consideration
Murder convictions and current sex-offender-registration status are not subject to the lookback periods below.
B. Violent Convictions Other Than Murder
A verified violent conviction other than murder may be considered when it falls within the previous seven years.
The seven-year period is measured from the latest applicable date:
• Date of conviction
• Release from incarceration
• Completion of probation, parole, or other court-ordered supervision
A violent conviction within the applicable period does not automatically result in denial. MWN Property Solutions will conduct an individualized review before making the final decision.
C. Theft Convictions
A verified theft conviction may be considered when it falls within the previous five years.
The five-year period is measured from the latest applicable date:
• Date of conviction
• Release from incarceration
• Completion of probation, parole, or other court-ordered supervision
A theft conviction within the applicable period does not automatically result in denial. MWN Property Solutions will conduct an individualized review before making the final decision.
Individualized Review
When an individualized review applies, MWN Property Solutions may consider:
• The nature and severity of the conduct
• How long ago the conduct occurred
• The applicant’s age at the time
• Whether the conduct involved repeated offenses
• The circumstances surrounding the conduct
• Evidence of rehabilitation
• Subsequent rental, employment, or community history
• Whether the conduct has a substantial relationship to a present health, safety, or property risk
• Information or documentation supplied by the applicant
The property owner or an authorized decision-maker will document the information considered, the relevant circumstances, and the factual reason for the final decision.
The same review process will be applied consistently to applicants with substantially similar records and circumstances.
6. Criminal Information That Will Be Disregarded
MWN Property Solutions will disregard:
• An arrest that did not result in a conviction
• A dismissed charge
• A pending charge that does not establish a conviction
• An acquittal
• A sealed or expunged record
• A conviction that was overturned, vacated, or otherwise invalidated
• A record that does not show a final disposition
• Inaccurate or materially incomplete information
• An unverified or partial identity match
• A record belonging to another person
• An unverified allegation, rumor, or internet report
• A conviction outside the applicable lookback period
None of this information will be treated as a conviction or used by itself to deny an application.
7. Record Accuracy, Explanation, and Disputes
Applicants may notify MWN Property Solutions and TransUnion SmartMove if they believe a reported record:
• Belongs to another person
• Is inaccurate or incomplete
• Does not show the final disposition
• Was dismissed, overturned, vacated, sealed, or expunged
• Falls outside the applicable lookback period
• Incorrectly reports current sex-offender-registration status
Applicants may provide an explanation or supporting documentation concerning a reported record. MWN will consider relevant information provided before making the final decision when reasonably practicable.
Applicants should also follow SmartMove’s dispute process. MWN is not required to hold a room open indefinitely while a dispute is pending.
8. Decisions Based on a Screening Report
If information in a third-party consumer report contributes to a denial or another unfavorable decision, the applicant will receive the notice required by the Fair Credit Reporting Act.
The notice must include:
• The screening company’s name
• The screening company’s address and telephone number
• A statement that the screening company did not make the rental decision
• Notice of the applicant’s right to dispute inaccurate information
• Notice of the applicant’s right to request a free copy of the report within 60 days
The FTC confirms that landlords using consumer reports must provide an adverse-action notice when information in the report contributes to an unfavorable rental decision. Written notice is the recommended practice. FTC guidance for landlords
9. Consistent Application and Nondiscrimination
The same published screening requirements will be applied consistently to every applicant.
Screening decisions will not be based on race, color, religion, national origin, sex, sexual orientation, gender identity or expression, familial status, marital status, age, disability, height, weight, source of income where protected, or another characteristic protected by applicable federal, Michigan, or local law.
An applicant may request a reasonable accommodation when permitted by law. Requesting an accommodation will not be used as a reason to discriminate or retaliate.
10. Confidentiality, Retention, and Disposal
Criminal background reports and related screening information will:
• Be accessed only by the property owner or another person directly involved in the housing decision.
• Not be shared with residents, neighbors, or unrelated parties.
• Be stored separately from general inquiry and marketing information when practical.
• Be protected against unauthorized access, disclosure, alteration, or misuse.
Screening reports, individualized-review worksheets, decision records, adverse-action notices, and related correspondence will generally be retained for five years after the final housing decision.
Records connected to an active dispute, complaint, investigation, lawsuit, or legal hold may be retained longer until the matter is resolved.
When the retention period ends, records will be securely destroyed or deleted using reasonable measures designed to prevent the information from being read or reconstructed.
11. Policy Review
This policy must be reviewed whenever:
• The screening provider changes
• Additional criminal-history criteria are adopted
• Screening fees change
• The owner stops occupying the duplex
• Both duplex units become rentals
• Ownership or the rental arrangement changes
• Applicable federal, Michigan, or local requirements change
12. Contact Us
Any questions about this policy, please contact us:
MWN Solutions
Email: [email protected]
Telephone: 616-730-8565
Website: properties.mwnsolutions.com
Screening and tour notice: Applicants invited to apply for an available room must complete the required application and TransUnion SmartMove screening before an in-person tour may be offered. The screening may provide credit, eviction, and criminal-history information. MWN Property Solutions applies its written rental criteria and reviews relevant circumstances individually. A ResidentScore alone does not automatically determine approval or denial.
Shared-living notice: This is an individual bedroom in a shared home. Residents share designated common areas, including the living room, dining area, kitchen, and bathrooms. Utilities and Wi-Fi are included.
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